Create Club Services

WashConnect’s Club Services provides membership plans of varying durations and wash limits that allows your site to offer value to your customers, while bringing in consistent, repeatable revenue.

Prerequisite: your wash sold clubs in the past; There will be links to additional information that is needed for initial setup of Club Services.

Overview:

I.   Add Club Service

II.  Setup Discounted Redemption Service

III. Edit Club Sales Profile

IV. Create Club Redeem Profile

V.  Edit ePOS Profile if selling clubs online

VI. Review

I. Add Club Service

NOTE: The one and only step you will need to perform when logged on at Corporate is adding a Club Service for the Touch POS, Auto Sentry, or WashNow Online app.

However, ICS advises performing all of these steps while logged on to the corporate level of WashConnect for the most streamlined process when managing this service across multiple sites.

1. After WashConnect logon, select Configuration > Goods and Services > Club Services.
2. Click the Add button to take us to the Create Club Service screen.
3. The only required fields here are the Price and Name fields; however, it is always encouraged to input as much information as possible here, doing so will allow for greater versatility with this service.
4. After the optional fields (see below) have been defined, finalize by clicking the Save button.

Optional fields that should be considered when creating a new service:

• Autobill: defines whether or not a member of this club will be billed at the end of their clubs term. This is typically checked for month to month clubs, but may be unchecked for annual clubs due to their higher price point.
• Duration: Defines how many months comprise one billing cycle for the club.
  • i.e.,: A monthly club will have the duration set to 1 month. A 6-month club will have the duration set to 6 months.
• Billing Day: Defines the way the software interprets the billing date, based on purchase day, renewal day or on the first of the month.
  • Typically, this would be set to Renewal Day for the best end-user experience.
    • i.e.,: Customer joins on the 5th, that will be their billing date next month; If customer declines billing on the 5th they will be unable to use the membership until they can renew properly on the 10th. After this, their new billing day will be the 10th.
  • If using First Day, the club member will be billed on the first of the month and the initial purchase price will automatically lower itself throughout the month to account for this
    • i.e.,: a $30 club will cost $15 half way through the month.
    • Due to this, you will want to input a Floor Price that defines the lowest price you want a customer to pay to join the club. This will prevent a customer from joining for less than $1 on the last day of the month.
  • If using Sign up Day and a club member declines billing on the 3rd of the month but successfully bills on the 10th, their next billing date will still be the 3rd.
    • Due to this, you will want to input a Grace Period to allow declined members to use their wash during their declined period.
• Club Usage: Defines a wash limit per day/week/month for members of this club. Leave these at 0 for an unlimited membership.
• Club Promotion: allows us to setup incentives for customers to join a club. For more information on club promotion options, please refer to the Create a Club Promotion article on this site

II. Setup Discounted Redemption Service

Next, let’s add a Sales Item in order to allow these club members to get a free wash when they visit the site as they are already paying a club membership so when they redeem a wash, they should not be charged each time they visit.

There are technically two ways to perform this step, your choice will depend on whether you will want your financial reports to reflect the lost revenue of each club redemption or not.

OPTION 1- $0 Service: This first example will assume that we DO NOT need to account for potential revenue on the financial report (such as business that solely calculate for loss using the Profitability/Club Usage report).

1. Select Configuration > Goods and Services > Sales Items.
2. Define the profit center for the club redemption service using the Profit Center drop down field
   • i.e.,: Select Express if this club service is for an express tunnel service; Select Full Service if this club service is for a full service wash package.
3. To open the Create Sales Item screen, click the Add button.
4. In the PLU box, type a positive whole number.
5. In the Price box, type a price before tax, if your club members are not paying for the wash every time they visit the site, you will set this sales item to $0.00.
6. In the Name box, type the name of the sales item or service. ICS Advises using an organized, systematic naming convention to associate these with both the club service and the wash service being tied to this sales item.
   i.e.,: making a sales item that ties to the Basic Club Service and grants a Basic Wash, name the item Basic Club Redeem or Basic Club Wash.
7. In the Type box, ensure that Base is defined as it will be needed for a club redemption.
8. Click Save to finalize.

NOTE:  The $0 Service PLU must also have the same Controller Service assigned as the full priced version of the Service.

OPTION 2- $0 Package: The second example assumes that we will account for potential revenue on the financial report by pairing the full priced wash service with an equally priced discount. This will result in our reports reflecting the lost revenue in the club profit center of our financial reports.

1. Select Configuration > Goods and Services > Sales Items.
2. In the Profit Center, select Club before clicking the add button to take us to the create sales item screen.
3. In the PLU box, type a positive whole number.
4. In the Type box, ensure that Discount is defined as it will be needed for a club redemption package.
5. In the Price box, type the purchase price of the base wash price before tax.
6. In the Name box, type the name of the sales item or service. ICS advises using an organized, systematic naming convention to associate these with both the club service and the wash service being tied to this sales item.
   • i.e.,: If making a sales item that ties to the Basic Club Service and grants a Basic Wash, name the item Basic Club Discount.
7. Click the Save button to finalize.
8. Select Configuration > Goods and Services > Packages.
9. Click the Add button to open the create Package screen.
10. In the PLU box, type a positive whole number.
11. In the Name box, type the name of the sales item or service. ICS Advises using an organized, systematic naming convention to associate these with both the club service and the wash service being tied to this sales item.
    • i.e.,: If we are making an item that ties to the Basic Club Service and grants a Basic Wash, we could name the item Basic Club Redeem or Basic Club Wash.
12. In the Sales Items in Package section, click the Add Sales Item button to define the PLU’s that will make this Package item. Locate the Base wash defined for this club, and then the Club redemption service we created in steps 1-7.
13. Click the Save button to finalize.

III. Edit Club Sales Profile

Now that a Club Service and Wash Redemption created for the club, we will need to create a Club Sales profile so this club can be sold at the Kiosk.
NOTE:  After making a club service, Add a Club Sales Profile.
However, most sites will have clubs setup during installation, if that is your case you will simply edit the existing Club Sales Profile by selecting it from the list, and then clicking the Edit button.

1. Select Configuration > Goods and Services > Profiles.
2. You can edit the profile in the following ways:
   
   • Type to edit a name in the Profile box.
   • In the Device box, add or remove devices that offer these clubs.
     • This step may need to be done from the Local Site level of WashConnect.
   • Add and/or Remove Club Services.
   • Re-order the Club Service list.
3. After you are satisfied with the services listed, click the Save button to finalize your changes.

NOTE:  The Profile must also have a valid Schedule, along with selecting the Enable button.

IV. Add a Club Redemption Profile

After a Club Service has been created and attached to the Club Sales profile, a Club Redemption profile is needed to give the discounted wash made in step II to the desired Club made in step I.

1. After completing step III, select Configuration > Goods and Services > Profile.
2. Click the Add button to add a new profile.
3. In the Profile box, type a name for the profile.
4. In the Device Type box, select the type of device where this profile will be seen, such as Auto Sentry.
5. In the Devices box, select one or more devices of device that will support this profile.
6. In the Service Type box, select a wash service.
7. Click the Add Base Service button.
   The Base dialog box appears. Select the discounted club service created in step II.
   • Optional: Add Extra Services to Club Redemptions for increased revenue by clicking on the base service, and then click the Add Extra Service button
     NOTE: Adding extra services to club redemptions can increase revenue, but at the cost of additional time spent at the kiosk by the club member.
8. When you are satisfied with the Club Redemption Profile, click the Save button to finalize.
9. After the Profile has been made, add a Schedule to this profile by clicking on the profile just made, before clicking the add button in the Schedule tools section at the top of the profile page.
   • Set the Applies to as Club, along with the Rule as the name of the Club Service set in step 1

V. Edit ePOS Profile if selling clubs online

NOTE: This step is optional and only necessary if you have previously setup WashConnect ePOS or WashNow! Online App with ICS Technical Support.

1. After WashConnect ePOS has been setup with Technical Support, select Configuration > Goods and Services > ePOS Profiles.
2. Click the ePOS Profile to add this service to, and then click the Edit button.
   
   NOTE: Depending on how ePOS is setup, there can be one or multiple ePOS profiles. Consider adding the club service to more than one of these profiles; this decision will vary depending on how many sites you want customers to see when logged into ePOS and whether certain sites exclusively sell this service or not.
   
   
3. Add the Club Service made in step I by clicking the Add Service button, and then select the desired service.
   
   NOTE: The order of the sales items on ePOS is not defined within profiles, but through WashConnect settings. Please contact ICS support for assistance with changing the order of sales items on your ePOS website.
   
   
4. After you have confirmed the desired service is listed on our profile, click the Save button to finalize. You do not need to define any schedules as the ePOS profiles will remain enabled unless deleted.

VI. Review

Creating Club Services in WashConnect can be daunting at first, but after you have practiced the procedure, it will become much easier to replicate in the future. 

Please contact ICS Technical Support if any assistance is needed:

800-246-3469